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Administrative Assistant

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Administrative & Clerical
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Elsevier
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RES001FC Requisition #

Description

The Administrative Assistant will provide administrative support to ensure efficient operation of the office. This position supports managers and employees through a variety of tasks and serves as the primary point of contact for internal and external parties on all matters pertaining to the office. This position is required to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.

Your responsibilities

·      Supporting the Montreal office and staff with routine activities including interacting with technical, HR, financial, facilities and other central support teams

·      Managing communications with governmental agencies, the landlord and suppliers

·      Maintaining office coordination and resolving any issues and inquiries

·      Arranging for the repair and maintenance of office equipment; ensuring work area is clean and organized

·      Ordering missing supplies and maintaining inventory; replacing materials and equipment as needed or instructed

·      Managing mail and shipping

·      Supporting the company security officer in following Canadian government security standards and procedures, and in ensuring that the organization meets its security requirements

·      Filing and organizing paper and electronic documents, such as emails, reports and other administrative records

·      Supporting the preparation of tenders, especially regarding administrative requirements and the preparation and update of staff CVs

·      Managing the daily evolving calendar of the executive, keeping appointments and meetings on time or changing schedules when necessary, recognizing differing time zones of global colleagues, customers or contacts and arriving at the optimal schedule

·      Managing domestic and international travel arrangements and proactively coordinating the pre-planning of trips with various internal and external parties, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts; providing support for offsite team strategy meetings, as well as other information, including reservations, directions and time zone adjustments

·      Maintaining records and processes, executive expense reports, invoices and any other requests for payment or reimbursement; processing and monitoring organization memberships, dues and subscriptions, and ensuring that membership dues are paid in a timely manner

·      Organizing team-building events and supporting the organization of meetings and events with external visitors

·      Scanning and copying; screening telephone calls as needed

Please include a brief statement as to why you would be interested in this role. 



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